Waiting Lists
Managing your intakes for next year, the year after and beyond can be a nightmare when you're juggling spreadsheets, notebooks and half-remembered phone conversations. Tot Tracker replaces all of that with a proper digital waiting list that stores every detail you need - child's name, date of birth, preferred start date, and crucially, when they first applied for a place.
That application date creates a virtual queue, so you always know who's been waiting longest. Siblings of existing children can be given automatic priority, and you can manually override the order at any point if your circumstances require it. It's your list, your rules - Tot Tracker just makes it easy to manage.
When it's time to start offering places and collecting deposits, the automated actions in Tot Tracker keep you on top of the entire process. You can see at a glance who's been offered, who's accepted, who's still thinking about it, and who needs a gentle nudge before their place is offered to the next family in the queue.
Enrolment
Giving parents clear expectations about when they need to confirm their child's place and pay their deposit is critical to a stress-free summer. Without a structured process, you end up chasing responses by text, losing track of who's paid what, and scrambling to fill gaps at the last minute.
Tot Tracker handles the communication for you. Parents are notified when their place is offered, and if they haven't responded within your chosen timeframe, they're reminded that they need to act quickly or risk losing their spot. It keeps the pressure on without you having to be the one applying it.
Once a parent accepts, the seamless enrolment flow in Tot Tracker takes over. They're given the correct fee schedule for their child well in advance, can set up their Direct Debit, and add their authorised adults - all before the first day. By the time September rolls around, everything is already in place.
Camps - Create & Communicate
For many childcare providers, the income from holiday camps during mid-term breaks, Easter and summer is not just a nice bonus - it's essential. These weeks help bridge the gap when regular fees are reduced and overheads remain the same. But organising camps on top of everything else can feel like running a second business.
Tot Tracker makes it simple. You create a camp with its dates, capacity and pricing, then communicate it directly to your parents through the app. There's no need for separate sign-up forms, email threads or WhatsApp groups - parents see the camp details in their app and can request a space for their child with a couple of taps.
On the payment side, you have full flexibility. Take payment up front when a parent books, or add it to their next monthly invoice if that works better for your families. Either way, the booking, the communication and the money all flow through the same platform you already use every day.
